EDUCATION, TRAINING, AND EXPERIENCE

Two years of administrative, office assistant or secretarial experience; or an equivalent combination of education, training, and experience

SELECTION REQUIREMENTS

This position requires applicants to complete an interview which will include a written exercise and/or a skills assessment test as part of the interview. Interviewed bid applicants possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected in seniority order according to the collective bargaining agreement. The interviewed non-bidder candidate(s) possessing the qualifications best suited to fulfill the responsibilities of the position, based on the interview and skills assessment/written exercise will be selected.

• Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
• Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
• Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required
• Creates, formats, and maintains spreadsheets and reports using various software packages
• Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
• Reviews incoming correspondence and drafts standard responses for supervisor’s signature
• Proofreads documents and correspondence submitted for supervisor’s review for grammatical, spelling and formatting errors
• Oversees the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases
• Organizes and prepares legal documents for submission to the courts
• Responds to requests for information of departmental records and processes requests in accordance with departmental policies and procedures
• Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly
• Performs timekeeping and payroll functions for departmental employees
• Maintains personnel and time records
• Relays directives and distributes information to staff as directed
• Prepares a variety of statistical, operating, ad hoc and performance reports
• Performs various clerical duties to relieve supervisor of administrative and clerical detail
• Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance
• Processes payment vouchers, travel and mileage reimbursement requests
• Maintains account records, verifies the posting of payments and collects payment for department programs

· Trains and instructs staff in office and clerical operations and departmental rules and policies · Maintains petty cash records to track office expenditures

• Participates in the conduct of special projects and studies to improve the efficiency of administrative operations as required
• Reviews and evaluates staff work performance, as require

Additional duties may be required for this position
Location: 3510 S. Michigan Ave., Chicago, IL 60653
Days: Varies (Sunday-Thursday or Tuesday-Saturday)
Hours: Varies (7:30am-3:30pm, 8am-4pm, or 8:30am-4:30pm)